[Toraerie] sunday eve's event meeting, things done and TO DO

[Gudrun Skogsdottir]

Hello All, event meeting update for you, from Gudrun.

Present were Beth, Eyja, Reifr, and myself. We had a lovely time sitting on
Beth's front porch and in her back yard on Eyja's cloak, as it was a lovely
evening. Very comfortable weather.

These are some things we decided and discussed (Beth has more notes):

- we have decided site fee: $5.00 for adults (13 and up) with the $3.00
non-member fee, $3.00 for kids aged 6-12 (no nmf), and kids 5 and under
free.

- Beth is going to Pennsic, at least for a little while (but not the whole
three weeks, I don't think), and while she is gone I will be deputy
autocrat. We will make an email address like "otsukimi.autocrat at gmail" or
something. I'll try that as soon as I'm done with this email.

- I will be coordinating shopping for decorations material. We figure the
only room we'll really be decorating is the Parish Room, a large lower level
room that will have A&S, our maples, thrones, food, play, music, games,
populace space, etc.
     - Decorations will include bare paper trees on the wall that will get
filled with origami maple leaves as people come in, bunches of pampass
grass, lanterns, possibly shoji (folding screens) to hide the thrones, maybe
some scroll work done by us.

- Classrooms will be assigned colors, and signs in kanji in the appropriate
color ink will be made with English subtitles.

- Beth will host construction days, much like sewing days, during which
people will work on decorations and signs and stuff.

- we will table until the end of august the discussion of event staff
nametags being in japanese (and english) or not, and whether we should all
come up with japanese names for the event

Other things:
- Beth and Eyja have pretty much taken care of the advertisements in SCA
publications (correct me if I'm wrong)
- I mailed in the change of officer forms for Rachel-Angriff (seneschal),
Angriff-Me (exchequer), and Lea-Reifr (webmistress/minister) on Friday! We
will hopefully get our roster notices soon.
- I will be meeting with Angriff on Thrusday, July 26th, to fill out the
quarterly exchequer report online and on paper, and then I'll send it in.
(It is due the 31st.)

Officerships:

Beth and Eyja have mostly taken care of Advertising. Beth will also be
working on a story about our event, a day in the life of a senogku era
otsukimi attendee sort of thing, for posting on the northshield list or some
such.

We are hoping Angriff will take on the title of Site Steward with the duties
of not only set-up & clean-up and class organizing, but also volunteer
wrangler, as it is an on-site, day-of sort of responsibility.

We are also hoping that Lea would be amenable to taking on the Booklet and
Signs/Directions, as she is the event webmistress and will already have most
if not all of the info that would go into the Booklet. I would be willing to
help.


SCHEDULE:
(beyond august is my own thoughts, not anything we agreed on as a group)

BY THE END OF JULY:

We have taken care of many things we needed to, such as the website, filling
of most of the officerships, getting the great site, getting on the
Northshield calendar, getting a skeleton schedule figured out, starting to
contact potential teachers, contacting the Nordskogen theater troupe and our
baron and baroness, beginning advertising, and deciding on feast (or at
least making food in general).

Beth is working on grants.

I will have Japanese medieval theater and folktale infos to the theater
troupe by the end of July.

We need at least the beginnings of budgets (decorations, booklet, signage,
food, etc.), officerships filled by Tor Aerieans (if there are any
positions/duties left, ask Barony), and continued work on the above.

AUGUST:

- pre-reg opens mid-august, perhaps on the 15th (Lea, I will give you
something to put on the website closer to then), and will close at the end
of september on the 30th.
     - Ciara, I will need feast price info to include in pre-reg, please, if
that's how you decide to go (as opposed to just having purchasable bento for
dinner)
- make and send out invites to shiny hats, baronies, nordleigh, japanese
houses and personae, etc.
- have budgets done, start buying stuff (decorations, printing, etc.)
- have website polished by end of august
- work on your garb! sewing nights will resume at Beth's once she's moved in
and returned from Pennsic
- have teachers and classes lined up by the end of august
- decide whether or not we want japanese names to go on our nametags or not
- practice spoken invite for september baronial moot

non-event:

- get demo ppl for activities fair!*
     - Tuesday, Sept. 18: 10am-2pm (SPSC Front Terrace, St. Paul)
     - Wednesday, Sept. 19: 10am-2pm (CMU Front Terrace, Minneapolis)*
- prep for paint the bridge (wed & thu, sept 12th & 13th)
     - design!
     - have info for our event posted
- figure out when Tor Aerie will meet every week, reserve rooms
     - look into reserving nolte library or chapel?

SEPTEMBER:

- school starts, for those of us at the U, on tuesday, september 4th
- advertise our event in Japanese and Medieval Studies departments
- baronial moot: spoken invite
- continue sewing and construction meetings?
- Activities fair!
- Paint the Bridge!
- pre-reg closes at end of september
- have regular meetings or focus on event?

OCTOBER:

- have garb and decorations done!
- test feast/bento?
- baronial moot: recieve invite reply
- finalize site booklets (last minute teacher stuff, etc.)
- get cash for cashbox

Friday Oct 19th
 - set up site in the evening
 - bring check for site

Saturday, Oct 20th
 - EVENT! on site at 8, event from 9 am to 9 pm, clean up and leave by 10
 - postrevel!

- by the end of october have event report done and sent in
- i have to fill out my next exchequer quarterly report by oct 31st, too,
inclunding even stuff. egads.

NOVEMBER

- start having regular old meetings (unless we've been having them since
sept.)
     - topic ideas? email eyja
          - eyja, teach us some old norse?

Questions:

- should we have a discount for pre-reg?

That's all I have for the moment. I will post about next week's meeting
next.

IS,

~ Gudrun
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